Administration Officer - Admissions

Wesley Mission Queensland Limited; Brisbane; On-site; AUD 52,000 - 70,000; Full time

Benefits offered by this job

Salary packaging

Wellbeing support

Team culture

Job summary

Wesley Mission Queensland is seeking an Administration Officer – Admissions for Hummingbird House. You will support client intake, referrals, and admissions, coordinating with families and clinical teams to ensure timely access to services.

The role focuses on accurate records, efficient scheduling, and delivering a family-centred, trauma-informed customer experience across the service journey.

Qualifications

• Completed or in-progress Certificate IV, Diploma or higher qualification in Business Administration, Health Administration, Community Services or a related discipline.
• Strong organisational, time management and prioritisation skills, with the ability to manage multiple competing demands.
• High attention to detail, data accuracy and confidentiality.
• Excellent communication, stakeholder engagement and relationship management skills.

Responsibilities

• Providing efficient and responsive administrative support across admissions, multidisciplinary and leadership teams, effectively managing competing priorities and operational requirements.
• Identifying, recommending and implementing improvements to administrative processes, systems and workflows.
• Providing backfill coverage for administration staff as required to maintain service continuity.
• Undertaking general administrative duties, including correspondence management, document preparation, records management, scheduling and other support functions as directed.
• Providing a family-centred, trauma-informed, positive customer experience throughout the service engagement journey with families, teams and stakeholders.
• Maintaining accurate referral, admission, client and service activity records within relevant databases and systems including NDIS-related activities.
• Support data integrity, confidentiality and accurate information exchange across internal systems and stakeholders.

Skills

Organisational skills

Time management

Prioritisation

Communication

Stakeholder engagement

Education

Certificate IV in Business Administration

Diploma in Health Administration

Diploma in Community Services

Job description

Your Role as Administration Officer – Admissions

The Administration Officer - Admissions plays a key role in supporting client intake, referrals and admissions at Hummingbird House. Working closely with families, clinical teams and stakeholders, this position ensures timely access to services through effective coordination, accurate record management and high-quality administrative support, contributing to a seamless and family-centred care experience.

Key responsibilities include:

• Providing efficient and responsive administrative support across admissions, multidisciplinary and leadership teams, effectively managing competing priorities and operational requirements.

• Identifying, recommending and implementing improvements to administrative processes, systems and workflows.

• Providing backfill coverage for administration staff as required to maintain service continuity

• Undertaking general administrative duties, including correspondence management, document preparation, records management, scheduling and other support functions as directed.

• Providing a family-centred, trauma-informed, positive customer experience throughout the service engagement journey with families, teams and stakeholders.

• Maintaining accurate referral, admission, client and service activity records within relevant databases and systems including NDIS-related activities.

• Support data integrity, confidentiality and accurate information exchange across internal systems and stakeholders.

What We Offer

• Salary Packaging: As a not‑for‑profit employer, we offer generous salary packaging benefits that help maximise your take‑home pay. You can package up to $15,900 each year on everyday living expenses and up to $2,650 on meals and entertainment.

• Wellbeing Support: Access to discounts on private health insurance and gym memberships, and free, confidential counselling through our employee assistance program.

• Team Culture : Be part of a collaborative, multidisciplinary team across a diverse clinical setting that values your skills and wellbeing.

What We’re Looking For

• Completed or in-progress Certificate IV, Diploma or higher qualification in Business Administration, Health Administration, Community Services or a related discipline.

• Strong organisational, time management and prioritisation skills, with the ability to manage multiple competing demands.

• High attention to detail, data accuracy and analysis and confidentiality.

• Excellent communication, stakeholder engagement and relationship management skills.

A Valuable Addition, Yet Not a Must-Have!

• Knowledge of NDIS processes, funding frameworks and documentation requirements.

• Experience using Dynamics, Power Suite and AI applications.

• Experience managing referrals, admissions, scheduling and client intake processes.

Essential Requirements

• Proof of COVID-19 vaccination status (or as required by legislation and WMQ policy)

• Relevant probity checks required by legislation and WMQ Limited policy.

• Current Driver’s Licence and willingness to travel for work